Hotel scoring matrix — the weighted decision framework
How to score 8+ hotel responses fairly across 9 weighted criteria. Includes the matrix Easy RFP uses internally + worked example.
Overview
When 8 hotels respond to an RFP, your brain wants to pick the one with the lowest headline price. That's the wrong decision 60% of the time — total cost, MICE fit, attrition risk, and response speed all matter. A scoring matrix forces objectivity by setting weights BEFORE you read responses, then mechanically applying them. This is the matrix Easy RFP uses internally; we recommend customising the weights to your event archetype but keeping the structure.
How the framework works
Why a scoring matrix
Without a matrix, planners default to single-dimension decisions: cheapest, biggest hotel, best photos. With a matrix, you weight what actually matters across 6-9 dimensions and apply the weighting to every response. The weighting decision happens BEFORE you see responses, which prevents reverse-engineering the weights to favour the hotel you already preferred.
The 9 default criteria
(1) Total cost — the all-in number including F&B service charge, taxes, AV. (2) Location — proximity to attendee origin point or activity destination. (3) MICE fit — meeting space dimensions, AV capability, breakout count. (4) F&B quality — chef-level signal, dietary flexibility, taste-test option. (5) Attrition policy — slippage % at 30/14/7 days. (6) Response time — how fast they replied to the RFP (signal of how responsive they'll be during the event). (7) Force-majeure language — clarity of pandemic/weather cancellation rights. (8) Hotel responsiveness during diligence — quality of follow-up Q&A. (9) Sustainability — ESG signal, certifications (LEED, BREEAM, Green Key).
Default weighting (universal event)
Total cost 25% · Location 15% · MICE fit 15% · F&B quality 10% · Attrition policy 10% · Response time 10% · Force-majeure 5% · Diligence quality 5% · Sustainability 5%. Adjust by event archetype: SKO weights plenary AV at 25% (under MICE fit); QBR weights F&B at 20%; product launch weights brand-takeover capability at 20% (custom criterion).
Scoring scale
Each criterion scored 1-10. 1 = doesn't meet baseline. 5 = meets baseline. 10 = exceeds expectations. Weight × score gives the criterion contribution. Sum of all contributions = composite score (out of 100). Example: total cost weight 25%, hotel scores 8/10 → contribution 20 points.
Worked example
Hotel A: total cost 8 (€57k vs €60k budget) × 25% = 20.0; location 7 × 15% = 10.5; MICE fit 9 × 15% = 13.5; F&B 8 × 10% = 8.0; attrition 6 × 10% = 6.0; response 9 × 10% = 9.0; FM 8 × 5% = 4.0; diligence 7 × 5% = 3.5; sustainability 5 × 5% = 2.5. Composite = 77.0/100. Hotel B might score 71.0, Hotel C 79.5 — go with Hotel C.
BAFO trigger
If top 2 hotels are within 5% of each other on composite (e.g. 79.5 vs 76.5), run a BAFO round. Tell both they're tied; ask each for one revised quote in 48-72h with one improvement (rate concession, extra night, F&B credit). Whoever brings the most value wins.
How to apply it
- Define the 6-9 criteria for your event archetype before sending the RFP.
- Set weights summing to 100%. Document the rationale.
- Share the criteria with hotels in the RFP itself — they quote smarter when they know what you optimise for.
- After responses arrive, score each hotel against each criterion (1-10) without looking at composite as you go.
- Calculate composites. Top 3 are your shortlist for site visits / BAFO.
- Run BAFO round if top 2 are within 5%.
Common gotchas
- Choosing weights AFTER seeing responses. This is reverse-engineering toward a pre-existing preference.
- Using too few criteria (3-4). Too coarse — top hotel always wins. Use at least 7.
- Letting one criterion (price) dominate. Cap any single criterion at 30% weight.
- Forgetting to include diligence quality. Hotels that respond slowly to the RFP will respond slowly during the event.
Next steps
Combine this with the universal hotel RFP template and the contract review checklist for a complete sourcing workflow. If you'd rather automate this, try Easy RFP free — the framework is built into the product.